Responsible Business Practices Travel reimbursements and business documentation

Travel Reimbursements Recent Audit Findings Reason for travel not appropriately documented & justified How did UNL benefit from the travel? Travel addendum’s being used instead of detailed receipts Tips greater than 20% Not taking the shortest route for mileage reimbursements Result: Follow the policies. No more exceptions!

Travel Reimbursements Detailed receipts for everything $5.00 or over Travel addendums will no longer be acceptable Meal receipts must be detailed, the credit card receipt only is not adequate Entire receipt must be translated and documentation must be provided for the currency conversion. When removing alcohol from reimbursements, remember to also adjust the tip and tax. Itemized receipts required for room service at hotels. The hotel bill only is not adequate.

Travel Reimbursements Business Purpose Where did you go, what did you do, why did you go and what was the benefit to UNL. One line descriptions probably not adequate Don't abbreviate Read the description from an auditor’s perspective

Travel Reimbursements Mileage Reimbursements Shortest route possible If alternate route taken, you will need to justify (such as longer route to stop at another location, time savings, safety etc.) If you're going out of Nebraska and driving more than 300 miles attach airfare quotes to justify it is cheaper to drive If having someone drop you off at the Omaha airport you can only claim one trip. Or you can take Omalink which is cheaper than 2 trips to Omaha.

Travel Reimbursements 60 days for reimbursement Tips greater than 20% are not allowable Do not claim reimbursement for expenses that were paid on a ghost card. Only claim your expenses - no family, friends etc. Signatures on expense vouchers must be original and complete. Make sure if you re-use an electronic voucher that you change everything on it.

Travel Reimbursements If pay another UNL companion, you need to state who the person was and that they are another UNL employee on the expense voucher. Not recommended Business meals Car Rental Insurance Attach conference agendas whenever possible Rebates, rewards and promotional items may not be accepted for personal use. They must be used for University use only

Non-Travel Reimbursements Meals & Meeting expenses: Provide adequate backup documentation for expenses. Who attended, where they are from and why they are here. Attach flyers or agenda’s whenever possible. html Sales tax can be reimbursed.

Purchasing Cards Recent audit findings Business purpose questioned Inadequate or no documentation Purchase exceeding spending limit Cardholder was not the user of the card Un-approved transactions Not using a preferred vendor Paying sales tax Pyramiding Purchase of food & clothing Purchase of gifts & decorations Purchase of lab animals

Purchasing Cards Prohibited purchases: Pyramiding Personal use of any kind Travel (airline, car rental, lodging) Food or beverage Recruiting (dinner, entertainment) Medical, drug, or pharmaceutical expenditures Lab animals Potentially hazardous materials Entertainment

Purchasing Cards Documentation: Documentation must be to Kristen Kinnan within 5 days of the purchase. Kristen is required to reconcile all charges no less than weekly. Documentation must include the name of the vendor, the date and the dollar amount of the transaction.

Purchasing Cards Do not pay sales tax when using your p-card. The tax exempt number is on your card. Do not split transactions to get around spending limits. If you need to have your limit temporarily increased call Kristen and she will work with Accounting to get it increased. Exceptions to prohibited purchases may be granted upon written request Two violations result in loss of p-card privileges for one year

Business Documentation Always read the explanation as though you were an auditor Avoid using acronyms Provide the whole story. What, when, where and how. Always be sure to reference the benefits to UNL Attach agendas wherever possible

Business Documentation Inadequate Software Demonstration Good Attended a software demonstration given at the Durham Research Center on the UNMC campus to learn about their software and evaluate the software to see if it would be beneficial to UNL.

Business Documentation Inadequate Conference Good Attend Institutional Review Board Administration 101 Conference in Chicago, IL

Business Documentation Inadequate FAR Workshop Good Attend Federal Acquisition Regulation Workshop in San Diego, CA

Business Documentation Inadequate Jay Keasling Good Airfare purchased for Jay Keasling to travel to UNL to speak at the Fall Innovation Seminar Series. Marketing materials for event attached.

Business Documentation Inadequate Barts, Cheryl Good Lodging for Cheryl Barts, a Licensing Specialist Candidate who was in town for interviews.

Business Documentation Inadequate FDP General Registration Good Registration for the Federal Demonstration Partnership General Meeting in Washington D.C. September 21-22, 2009.

Business Documentation Inadequate Textbooks Good Four textbooks on leadership, transition, organizations and understanding plagiarism for a Research Administration course at Emmanuel College.

Business Documentation Inadequate Power back/conditioner for Melissa’s Good Battery backup for Melissa Meyer’s desktop computer

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